How instant data sharing improves cash flow
for Brakes

The issues

1/2 million product deliveries each month from 36 regional distribution centres - for Brakes efficient management of these transactions is business-critical.

Each consignment generates a POD (proof of delivery) document, signed by the recipient
on delivery.

The result? A mountain of paper to be transported, collated, managed, stored and archived and plenty of opportunities for delays, loss, damage in the process.

But it's more than a simple issue of archiving. The signed POD document is a critical piece of evidence, should payment be disputed.

In fact, the whole process of speeding payment is eased when a signed POD can be attached to an invoice.

The need

The problem is that PODs' are often needed in two places at the same time - by regional depots and within central Credit control. The lack of an audit trail capable of identifying delayed or missing documents didn't help matters.

Brakes needed a centralised system that would:

• Allow all users to review copies of POD documents
• Make finding the required document quick and easy
• Provide the ability to retrieve, view and distribute copies of the document directly to the customer
• Ensure a secure system to control user access and functionality
• Provide high service levels to ensure that documentation is available within days of the consignment being delivered
• Offer national coverage and 24/7 availability
• Generate a reporting function to highlight documents misplaced or lost during the delivery process.
  

The answer

Capita TDS delivered a comprehensive solution - a fully-managed outsource service from the point of document collection through to its delivery, as a fully searchable electronic file via Retrieve - a secure web interface.

• Daily collections of copy PODs' made from 36 regional distribution centres
• At the central Capita TDS processing facility the details of each consignment are recorded
• The POD is captured as an electronic image files using high-volume document scanners
• The barcode on each document is read at the point of capture to create basic metadata
• The barcode information is then matched against a supplied accounting database. The corresponding entry is located and used to populate the retrieval index
• The image and supporting index is loaded into the web-based system for subsequent user viewing.

The entire process from receipt of document through to delivery is performed within
three days.

Weekly reports are provided, highlighting missing documents; this information would be used in the event of disputed payment in the future.

The processed hard copy is then retained for a period of four weeks before it is passed for secure disposal.

Key services

• Document collection service
• Image scanning
• Indexation
• Data Hosting and system management
• Back end reporting
• Secure document destruction

Key advantages

• Information available Nationally/Globally
• Unlimited user access
• Full search functionality
• Ability to quickly pinpoint individual documents contained within archive
• Fully managed service delivered to agreed service levels
• Future proof
• Low cost of entry